FOIDOCH FAIVNDH FGIENCD AP Tips for Payment Verification Using Banner 9 Presented by Keri Fearon Accounts Payable
FOIDOCH - Document History Is used to search: o Requisition o PO o Invoice o Check o Receiver Information
How to enter your request Which document code do you have: o o o o o Requisition - REQ Purchase Order - PO Banner Invoice INV Check CHK Receiver - RCV To look up the code you can also click three dots Insert your information and click Go
All the information attached to the document code will appear
Continued.. Notice the Receiving Documents have a status of C and description of Completed.
If an R appears in the Status Column it means Accounts Payable is waiting on receiving to be entered in Banner. If an S appears in the Status Column it means the process is in suspense, due typically to insufficient funds or issues with the FOAPAL.
View Information - PO Next Section (Next Block) Highlight the document you want to search Click Related Query Document Next Section to continue through the screens tip - ALT page down = next block
Invoice Information Drill through the same way as a PO
Next Section through the screens
Receiving Information View same way
Did a check cut? For how much? What invoice was paid?
Where to start.. How many checks cut?!0032642-ach/direct Deposit 30308447-Check More than one? To review: Related, Query Document, Next Selection
*You may have to fill in the Bank # if it is blank The Bank number is the first two digits of the check except for the numbers that start with the! which is either Bank 30 or 25. Click Go
Check details: Number Bank Date Amount What invoices were paid on this check? Go to: Related Document Inquiry Next Selection...
Brings you back to the invoice information
FAIVNDH Vendor Detail History
Search for a vendor: Delete any banner number in the vendor box, then tab Type vendor name and use % after, then press enter Delete The search box below will appear on the screen Click Non-Person Search Detail
Search results: Double click the correct vendor to bring up vendor detail history
How do I know which vendor to pick? T means a vendor was terminated Process of elimination 910001975 is the correct vendor ID If there is still question contact Purchasing or AP and we search by the TIN.
Click GO OR Narrow your search Next Selection
Search results: You can view up to 50 lines on one page
Query search Click Filter Type Document Number Not sure of the full invoice number??? Try the Advance Filter Click Go
Advanced Filter
No result message
Search results
Indicators:
Indicators: Approval: Y ready for payment N receiving needs to be completed or NSF Credit Memo: Y credit memo N invoice Open/Paid: P payment issued O payment not issued yet Cancel: Y the Banner invoice has been cancelled
FGIENCD Detail Encumbrance Activity Enter the PO number Click Go
Next Selection
Provides a list of all the transactions against a PO
Another example
The following is a workflow message from Banner which is automatically generated once Accounts Payable processes an invoice.
Standing Order automated message FYI and/ or Action required: Accounts Payable has received an invoice from DocuVault Delaware Valley for Standing order number P1800214. This invoice has been processed in Banner by our department. Below are the details for the invoice: Vendor: DocuVault Delaware Valley PO #: P1800214 Receiver Document #: Verify Receiving Vendor Invoice 71797 #: Commodity Description: RowanSOM Marketing - UDP 1600 Amount: $ 16.50 Credit Memo: N Due Date: 11-29-2017 Banner internal I1824164 #: User Name: Keri Fearon 256-4330 fearon@rowan.edu
FYI and/ or Action required: Accounts Payable has received an invoice from Academy Express LLC for purchase order number P1809895. This invoice has been processed in Banner by our department. Below are the details for this invoice: Vendor: Academy Express LLC PO #: P1809895 Receiver Document #: ENTER RECEIVING Vendor Invoice #: 1778252 Commodity Description: BB REG SEASON TRANSPORTATION - BB REG SEASON TRANSPORTATION - BB REG SEASON TRANSPORTATION - BB TOURN TRANSPORTATION, BUS - BB TOURN TRANSPORTATION, BUS Payment Amount: $ 2,650.00 Approved Amount: $ 2,650.00 Added Amount: $.00 Credit Memo: N Payment Due 03-20-2018 Date: Banner internal #: I1851343 User Name: Deborah DiPietroantonio NA dipietrod2@rowan.edu Vendor: PO #: Receiver Document #: Vendor Invoice #: Commodity Description: Academy Express LLC P1809895 ENTER RECEIVING 1778252 BB REG SEASON TRANSPORTATION - BB REG SEASON TRANSPORTATION - BB REG SEASON TRANSPORTATION - BB TOURN TRANSPORTATION,
Regular Order automated message FYI and/ or Action required: Accounts Payable has received an invoice from Adorama Inc for purchase order number P1815608. This invoice has been processed in Banner by our department. Below are the details for this invoice: Vendor: Adorama Inc PO #: Receiver Document #: Vendor Invoice #: Commodity Description: P1815608 Y1824600 21723877 IFJ56XF Fuji X-F 56mm (85mm) F1.2 lens - US 971477 fuji x-f 16/1/4 Payment Amount: $ 1,700.00 Approved Amount: $ 1,609.00 Added Amount: $ 91.00 Credit Memo: N Payment Due 04-04-2018 Date: Banner internal #: I1853841 User Name: Deborah DiPietroantonio NA dipietrod2@rowan.edu
Receiving Instructions **If receiving was completed in Banner (9 Administrative Pages), the vendor payment will be processed according to the scheduled " Due Date " listed above. Otherwise, in order for the invoice to be paid, Receiving must be completed in Banner (9 Administrative Pages) in screen FPARCVD by the end-user. This action should only be performed once the goods/services have arrived and/or have been achieved. Directions on how to complete the Receiving process in Banner (9 Administrative Pages) can be found in the following link: https://irt.rowan.edu/services/training/resources.html under Receiving - Training Resources called: " Quick Reference Guide" After Receiving in Banner(9 Administrative Pages), please go to screen FOIDOCH of Banner (9 Administrative Pages) to confirm that your Receiving Code is complete. All completed Receiving Codes will have a status of " C " 1. Go to FOIDOCH (Document History Screen). 2. The Receiving Code should have a status of " C " indicating it is complete. 3. If the status of your Receiving Code is blank, it is an incomplete receiving. See Find and Remove an Incomplete Receiving Code at https://irt.rowan.edu/services/training/resources.html. 4. The Invoice field should have a status of " A " for approved. 5. If the Invoice field has an " R " next to it, you need to complete receiving.
Incomplete Receiving Documents The following email is automatically generated and sent to the end user when a receiving code has not been completed in FPARCVD. Subject: Incomplete Receiving Documents Dear Julie, You have one incomplete receiving document in Banner that either needs to be deleted or completed. To assist in the process, we have provided some steps and the Banner form names for guidance. Document Date -------- ----------- Y1830779 21-MAY-2018
Incomplete Receiving Documents Subject: Incomplete Receiving Documents Dear Julie, You have one incomplete receiving document in Banner that either needs to be deleted or completed. To assist in the process, we have provided some steps and the Banner form names for guidance. Document Date -------- ----------- Nxet 21-MAY-2018 Other Examples: Document Date -------- ----------- R1815891 21-MAY-2018 Document Date -------- ----------- P1817521 21-MAY-2018 Document Date -------- ----------- Y18121 21-MAY-2018
Incomplete Receiving Documents What do I do? Steps to delete an incomplete receiving document: 1. Please begin by logging into Banner 9 Administrative Pages. 2. Open the form FPARCVD (Receiving Goods screen). 3. Instead of the word NEXT, enter the document number (Y-number) from this email into the key block. 4. Then select Go. 5. Then select Delete. 6. Then select Delete a second time. Steps to complete an incomplete receiving document: 1. Open the form FPARCVD (Receiving Goods screen). 2. Instead of the word NEXT, enter the document number (Y-number) from this email into the key block. 3. Complete the receiving steps. NOTE: Keep in mind, there are some instances in which there is no Purchase Order associated with an incomplete receiving code. This usually occurs because the word NEXT was entered into FPARCVD, generating an automatic receiving code. If you do not continue down the rest of the form and enter the purchase order number, then no purchase order will be associated with that receiving code.
Incomplete Receiving Documents More helpful tips! More steps are provided below to assist in the research and determination of incomplete receiving documents: 1. Open the form FOIDOCH (Document History screen). 2. In the "Document Type" box, enter the word RCV. 3. Tab over to the "Document Code" box to the right of the screen. 4. In "Document Code" box, enter your incomplete receiving code (Y-number) from above. 5. Click on Go. 6. If there is a Purchase Order number associated with this receiving code, it will appear on this FOIDOCH form. 7. After researching the Purchase Order information, the end user will decide whether to complete the incomplete receiving or delete the incomplete receiving code. For more information about this, and how to delete an incomplete receiving code, watch the short video here: https://irt.rowan.edu/services/training/resources.html
Questions?
THANK YOU FOR ATTENDING AP Tips for Payment Verification Using Banner 9 Please view this QR code in the camera on your phone and then open the survey from the top of the screen. Please complete the survey or go to this link from your smart phone: https://tinyurl.com/finfy18 We appreciate your feedback Keri Fearon Accounts Payable Fearon@rowan.edu 856-256-4330